How to write a Professional Resignation Letter – Tips and Templates

Resigning from a job is an important decision that could impact your professional and personal life. It is important to leave on a good term whether you are quitting for a new job, furthering your education, or simply want a change in your personal or professional life. Writing a resignation letter is a critical step to achieving this. In this article, we’ll explore all the factors to consider when writing a resignation letter.

What is a Resignation Letter?

A resignation letter is a formal document by an employee to notify their employer of their intention to leave the job. It is an official way of leaving a job and serves as a record of notice.  In addition, it serves as proof of the employee leaving the job, providing HR with a record of the employee’s time at the organization for payroll and future reference.

Considering the definition of a resignation letter, it is an important document that goes into record, therefore it must be written with professionalism and respect for the organization. Resignation letters can be submitted as either printed letters or emails, depending on the organization’s policy and preference.

When writing a resignation letter, it is recommended to keep it brief and focused on the facts, avoiding lengthy explanations, and should be written in a respectful tone expressing gratitude to the organization for the opportunities provided during your time at the workplace.

Why a Resignation Letter is Important.

A resignation letter serves as a formal notice stating your intention to leave your current job. Here are a few reasons why resignation letters are important:

1. It demonstrates professionalism. A well-written letter shows your professionalism and respect for the organization. It shows you are willing to maintain a positive relationship with the organization even as you move to your new opportunity.
2. Resignation letters allow you to express your decision to your employer, avoiding all forms of misunderstanding or miscommunication. This helps to avoid any potential conflict.
3. Writing a resignation letter can provide you and your employer with a sense of closure.
4. It serves as a legal protection for you and your employer. It provides a clear record of your decision to leave the organization, which can be useful in the event of disputes or legal issues.

Can a Resignation Letter be Rejected?

No, a resignation letter cannot be rejected by an employer. Once an employee has submitted their resignation, it indicates their intention to leave the organization, and the employer cannot force them to stay.

If you are worried your resignation letter will be rejected, this is what the Indian law says;

• If an employee is working for a month or less than that, then no notice period is needed to be provided or served.
• The employee who has worked for up to 2 years must give notice for at least a week.
• The employee working for 2-12 years can serve for a week for each year of employment. More than 12 years of employment require a 12-week notice period.

Speaking on notice period, it is the duration between the resignation and the last working day.

According to the law, there are no rules regarding the days for giving or serving a notice period. However, there are legal rules for the notice period after the resignation in India. A standard time is two weeks in most places, and this can be more depending on the level of seniority and position of the employee. This duration also depends on the type of job the employee is doing. For example, Technical job employees have a longer duration because their work is highly organized and critical. Hence, the company needs enough time for a replacement as per the legal rules of the notice period after the resignation in India.

Who do you address the resignation letter to?

The resignation letter should be addressed to your manager, HR, or team leaders. You don’t need to address your resignation letter to the owner or CEO, addressing it to your line manager or HR is fine as this is the person who will receive the letter and initiate your leaving process.

Can Resignation Letters be Handwritten?

Handwritten letters are less common, but they can still be an effective way to communicate your decision to leave a job.

Here are some pros and cons of handwritten letters:

Pros:

• Handwritten letters can add a personal touch to your resignation. They show that you’ve taken the time to write a thoughtful and personalized letter, which can help to build goodwill with your employer.
• Handwritten letters are unique and can help you stand out from the crowd. They can also be a nice change of pace from the standard typed resignation letter.
• Handwritten letters can convey a sense of sincerity and authenticity. They can help to convey your genuine appreciation for the opportunities you’ve had and your regret at having to leave.

Cons:

• Handwriting can be difficult to read, especially if it’s not particularly legible. This can make it challenging for your employer to understand your resignation letter, which can lead to confusion or misunderstandings.
• Handwriting a resignation letter can be time-consuming, especially if you have a lot to say. This can be a challenge if you’re short on time or need to resign quickly.
• While handwritten resignation letters can add a personal touch, they may not be as professional as typed letters. They can also be more challenging to proofread.

How to write a resignation letter.

Writing a resignation letter can be a simple yet emotional task because it is an essential step in leaving a job with grace and professionalism. Here are some tips for writing your letter in a clear concise, yet respectful tone.

1. Give proper notice: it is essential to give the organization proper notice before submitting your resignation letter. This gives them time to plan for your departure and find a replacement. The standard notice period is two weeks to a month, but this varies depending on the workplace culture or the terms of your employment.

2. Express your gratitude: You can thank your employer for the opportunities to learn and grow, as well as the support provided to you whilst in the organization. Expressing your gratitude to your employer is one of the best ways to leave on a good term.

3. Avoid negative comments: It is important to avoid any negative comments about the organization or your colleagues when writing your resignation letter. This may damage your professional reputation and damage your relationship with your employer.

4. Offer to help with the transition: You can offer to train a replacement or assist in completing an important project before leaving. Offering to help your employer with the transition is another way to leave on a good note. It shows your commitment to the organization.

5. Choose the right format: Resignation letters can be submitted in either a printed form or through emails, depending on the organization’s policy and preference. If you choose to submit a printed copy, make sure it is typed on the organization’s letterhead papers. If you choose to submit it via email, make sure it is sent as a formal email with a clear subject line.

6. Use a clear subject line: If you choose to submit via email, make sure you use a clear subject line because you want your supervisor to read your email. Pick a very simple subject line and make sure to include the word Resignation. This will 100% catch your employer’s attention.

7. Date and Salutation: If you choose to submit a printed copy, start with the date and a formal salutation to the manager. This sets a respectful tone for the letter.

8. Statement: In the opening paragraph, clearly state that you are resigning. For example, I am writing to formally resign from my [company name] position.

9. Keep it brief: A resignation letter should be clear and precise to the point. It should include the date, your name, the name of the company, and your position. It should also state the date of your last day of work and express gratitude for the opportunity to work at the company.

10. Proofread and Edit: Before submitting your letter, ensure to proofread and edit carefully. This will ensure your letter is error-free and your reason for writing the letter is clearly stated.

3 resignation email templates.

Here are some resignation letter templates for different scenarios:

1. Resignation Letter Template for Retirement.

[Your Name]

[Your Address]

[City]

[Date]

 

[Recipient’s Name]

[Recipient’s Position]

[Company Name]

[Company Address]

[City]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Position] at [Company Name], effective on the [Last Day of Work]. As you may know, I have been planning to retire for some time, and I have decided that the time has come to make this change. I want to express my deepest gratitude for my opportunities and experiences at [Company Name].

Over the years, I have had the pleasure of working with the most talented and dedicated colleagues, and I have learned a lot from them. I am proud of what we have accomplished together, and I will always cherish the memories of my time here.

During my remaining time at the company, I will do everything I can to ensure a smooth transition. I am happy to assist with training a replacement or completing any outstanding projects.

Thank you again for the opportunity to work at [Company Name]. I wish the company and all its employees great success in the future.

Sincerely,

[Your Name]

2. Resignation Letter Template for Studying Abroad.

[Your Name]

[Your Address]

[City]

[Date]

 

[Recipient’s Name]

[Recipient’s Position]

[Company Name]

[Company Address]

[City]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Position] at [Company Name], effective on the [Last Day of Work]. I have been accepted into a study abroad program that will begin on [Start Date] and last for [Duration of Study]. I want to thank you and the entire team at [Company Name] for the opportunities and experiences thus far.

I have had during my time here. I have learned a lot and have enjoyed working with such a talented and dedicated group of people.

During my remaining time at the company, I will do everything I can to ensure a smooth transition. I am happy to assist with training a replacement or completing any outstanding projects.

Thank you again for the opportunity to work at [Company Name]. I wish the company and all its employees great success in the future.

Sincerely,

[Your Name]

3. Resignation Letter Template for Moving On to Another Job.

[Your Name]

[Your Address]

[City]

[Date]

 

[Recipient’s Name]

[Recipient’s Position]

[Company Name]

[Company Address]

[City]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Position] at [Company Name], effective on the [Last Day of Work]. I have been offered a new opportunity that aligns with my career goals and aspirations, and I have decided to accept it. I want to thank you and the entire team at [Company Name] for the opportunities and experiences I have had during my time here.

I have learned a great deal and have enjoyed working with such a talented and dedicated group of people.

During my remaining time at the company, I will do everything I can to ensure a smooth transition. I am happy to assist with training a replacement or completing any outstanding projects.

Thank you again for the opportunity to work at [Company Name]. I wish the company and all its employees great success in the future.

Sincerely,

[Your Name]

Following these tips in this article, you can now write a clear and concise resignation letter expressing your gratitude and professionalism to ensure a continued positive relationship with your employer.